Office Administrator

POSITION SUMMARY: The Pla-Vada Community Association Office Administrator has two primary responsibilities - to carry out policies set by the Board and to assist in managing the Association’s daily operations through administrative support. The Office Administrator is the liaison between the Board, Association members, employees, vendors and contractors; and assists with a wide range of tasks such as communicating and coordinating, planning, obtaining and providing information, report preparation, and rules enforcement.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Administration: Direct and organize all office operations, including:

• Serve as point-of-contact for member questions and complaints.
• Maintain all Association records, such as member list, homeowner records, vendor contracts, and employee personnel files.
• Maintain Association website and owner portal.
• Assist Board of Directors with enforcing member compliance with Association policies.
• Arrange, prepare materials for, and attend all Board and member meetings, including sending meeting notices and summaries.
• Prepare and maintain logs and reports on a regular basis.
• Draft and send correspondence as it pertains to the Association, such as notices to members and annual disclosures.
• Facilitate Architectural Review process (coordinate with members, verify completeness of submissions, track reviews and approval)
• Communicate with employees on administrative matters, as appropriate.
• Facilitate employee timesheets review, approval, and submission.
• Serve as point-of-contact with various entities, such as: County and State agencies, title companies, insurance companies, legal counsel.
• Research and assist Board of Directors with maintaining compliance with relevant laws and regulations such as Davis-Stirling.
• Communicate with Board of Directors regarding above matters and other issues as appropriate.

2. In conjunction with Board of Directors, assist with the creation of the Association’s annual operating and reserve budgets, analyzing and researching specific expenses as needed.

3. In conjunction with Board of Directors, facilitate annual election process, ensuring deadlines are met.

4. Assist Board of Directors with procurement (research and recommendations) and obtaining proposals for various projects.

5. In conjunction with maintenance crew (if applicable), oversee vendors and contractors as directed by Board of Directors.

6. Accounting: Perform, and in conjunction with the Treasurer, oversee, accounting functions:

• Oversee the preparation and sending of invoices for assessments, fines, and fees, as approved by Board of Directors.
• Monitor delinquent Association member accounts and ensure adherence to collection process as indicated in the Association policies.
• Facilitate and monitor the invoice payment process of Association invoices in accordance with Association policies.
• Ensure proper accounting and reconciliation for repair and maintenance projects.
• Ensure monthly financial statements are prepared, received, and reviewed, as appropriate, including reviewing and monitoring budget accounts throughout the year.

7. Perform other projects and duties for the Board of Directors, as needed. Such projects may include:

• Assist with job searches - pre-screen potential employees, position or wage research, etc.
• Assist with drafting or updating Association policies.
• Research and seek investment options for Association reserve and operating funds.
• Research and seek grants or loans for the Association.

QUALIFICATIONS:

1. High school diploma or equivalent.
2. Office management experience, including maintaining records, managing accounts, preparing reports, office correspondence, etc.
3. Excellent written and oral communications skills to professionally communicate with Board of Directors, members, employees, vendors, and all stakeholders.
4. Strong organizational skills and attention to detail.
5. Ability to work independently and solve problems, perform research, and carry out assignments to completion.
6. Time management skills - Effectively and efficiently handle priorities and deadlines.
7. Proficient in Microsoft Office and Excel, and Gmail. Ability to learn new computer applications (PayHOA).
8. Basic accounting knowledge.

Availability:
Remote Job. Estimated 20 hours/week during regular business hours. Must be available for Board meetings after regular business hours, as necessary (typically 1x/month).

Pla-Vada Community Association (PVCA) is a homeowners association located in the Donner Summit area.